SNV,Project Administrator Jobs Vacancy

VACANCY
ANNOUNCEMENT

Are
you interested in joining an Organisation with a long term commitment to
fighting poverty? Would you like to work in a challenging environment and
develop an international career focused on demonstrating shared core values
that achieve results?

SNV
Rwanda is looking for an:

Project
Administrator

Based
in Kigali, Rwanda

HortInvest
/National Contract

Position
Summary

Reporting
to the HortInvest Project Manager, the Project Administrator is responsible for
coordinating and arranging all HortInvest logistical and procurement actions
working in close coordination with the PM and the technical advisors. S/he will
also Collect, record (financial) data into systems, analyse, take appropriate
actions in case of deviations, prepare the financial reports for project
related data to the donor and to SNV according the donor- and SNV project
management- , accounting- and control framework policies and procedures to
ensure full administrative compliance, data accessibility and accurate insights
at any time for HortInvest Project

Main
duties and responsibilities:

1.
Finance project administration support

Record
project financial transactions according to instructions of Project
Manager, project management procedures and SNV accounting procedures, into
the SNV financial administration system and identify and address any
bottlenecks in processing
Monitor
if all financial transactions are done according to donor and SNV
authorizations and procedures, especially the procurement regulations
Follow
up on project related receipts and payments, reconcile bank balances,
prepare financial transactions and manage liquidity levels of the project,
based on guidelines of the Donor, Finance manager and SNV accounting
procedures and internal control frameworks
Take
care of petty cash and supplier payment in case project is based outside
the SNV field office
Review
and check data, time and costs booked to the project according to the
project management and financial procedures, check periodically (weekly
and monthly) together with Project Manager the administration and corrects
errors if needed
Support
the Project Manager in timely, complete and correct financial donor
reporting and in preparing budget revisions for donor according to donor
guidelines and compliant to the project management and financial
procedures
Support
Project Manager in providing monthly feedback to Finance manager
concerning cost and time booked to the project, forecasts and explanations
of general deviations

2.
Logistics and Procurement;

Assists
the PM in the identification and purchase of required equipment and other
items ensuring compliance with SNV’s and EKN’s procedures and systems.
This includes securing and preparing supporting documents (e.g.
quotations, invoices, selection Memos, bid matrices etc.) for review by PM
and to document each procurement action.
Ensures
appropriate storage and distribution of equipment and other
items/supplies.
Develops
and maintains an updated and accessible filing record for all procurement
activities.
Drafts
and coordinates daily vehicle usage plans.
Periodically
completes and maintains project inventory as required by SNV’s and EKN’s
rules and regulations.
Ensures
that staffs have required items/equipment/supplies to perform their work.
This includes providing staff with working equipment, office supplies and
other items as required.
Works
with the PM and the Technical Advisors to coordinate (a) all staff
in-country travel arrangements, ensuring timely completion and approval of
required forms; and (b) Home Office staff and all consultants’ activities
such as accommodation, transportation, agendas, scheduling meetings, field
trips, site visits etc. and maintains an updated database of all
consultancies and reports.

3.
Program Support;

Arranges
trainings and events in Kigali and the six target districts, ensuring SNV
and EKN branding and marking requirements are met. This includes working
with (a) the PM to ensure that facilities, supplies, presentations,
invitations, etc. are prepared for events; (b) the Technical Advisors to
prepare, organize, compile and distribute training and workshops
materials, and other documentation as needed; and (c) key stakeholders to
ensure that presentations are completed on time, proofed and
standardized.
Works
with the PM to monitor the execution of HortInvest annual work plan and
with the FO to monitor budget depletion and accurate time writings.
Works
with the Monitoring, Evaluation, & Communications (MEC) officer to
complete data entry and other tasks supporting program Monitoring and
Evaluation.
Works
with the HortInvest team members to coordinate internal and external
meetings and makes appropriate scheduling arrangements.
Works
with the COP to participate in meetings and briefings with key project
stakeholders and partners, and provide records of these meetings as
needed. Follows up on decisions and recommendations made in such meetings
to ensure that actions are taken.

4.
Finance and Administrative Tasks;

Record
project financial transactions, prepare and check monthly, quarterly and
annual financial accounts, forecasts and project depletion for the project
and submit to Finance Manager , follow up on project related receipts and
payments, reconcile bank balances and manage liquidity levels of the
project , based on guidelines of the Finance manager and financial
procedures.
Take
care of supplier payments
Develops
a correspondence log to track and control all incoming and outgoing
correspondence.
Establishes
and maintains tracking system of key stakeholders directly involved in
project execution. This system will include basic information on the
institutions (mandates and structures) and other necessary data.
Maintains
a list of contacts including names, telephone numbers, e-mail, and
addresses of all key stakeholders and partners supporting program
implementation.
Prepares
correspondence (letters, memorandums, etc.) as needed.
Completes
any other tasks as assigned.

5.
Candidate Profile

Well-seasoned
level of financial professional, with experience in Finance and full
understanding of the core processes
Financial
degree in accounting or Finance qualifications
At
least 5 years in finances and administration responsibilities for an
international organization or private institutions;
Demonstrated
knowledge and understanding of donor regulations and compliance issues
related to management of donor funds,
Experience
in Grant accounting/management
Proven
experience in risk management;
Excellent
communication and organization skills.

Knowledge,
Technical expertise and Abilities:

Well
grounded, well-seasoned financial professional, with full understanding of
the core processes
Academic
qualification – MBA or MSc. Finance or related field
Ability
to establish and maintain working relations in a multi-cultural
environment with high sensitivity and respect for cultural diversity.
Attention
to details, preciseness in the execution of tasks, solution-oriented
working approach and negotiation.
Language
requirements: Very Good command of English.
Computer
Skills: Proficiency /Knowledge of Microsoft Office and skill in the use of
Excel, including complex/compound spreadsheets and other accounting
package is essential.

Contract
duration

1
year– with possibility of extension

Expected
Start Date: As soon as possible

HOW
TO APPLY

If
you believe that your credentials meet the outlined profile, we invite you to
directly summit your motivation letter and CV (both in English) to the Country
Director of SNV Rwanda by email to snvrwanda.recruitment@gmail.com
by the 26th January, 2018

NB: Only shortlisted
will be contacted

Please
send your application letter and CV that contains three referees as you apply
with position title as subject.